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Paper & Electronic Document/Waiver Tracking

Almost ever Organization has required Liability Waivers or other required Documents.
 
Volunteer Matrix has several different ways to ensure your organization has all the required documents always.
 

Electronically Accepted Documents

  • Allows you to have multiple documents in HTML or PDF format. HTML can be auto-populated with volunteer data (name, address, emergency contact, etc).
  • Each volunteer shift may have one or more associated required document or waiver.
  • Each document can have it's own lifespan (every shift signed up for, 1 week, 1 month, 3 months, 6 months or 1 year).
  • Each document (and by <18 & >18) can have it's own "acceptance message", and acceptance of that can be:
    • Checkbox
    • Typed Signature
    • Typed Initials
    • Date of Birth
  • Each document can have a separate version for over 18 and under 18 displayed appropriately for each volunteer.
  • If a document is expired, or not yet accepted, it is required before signing up for a shift.
  • If any document is updated, everyone who is signed up for any shift requiring that document will need to accept the new document, regardless of the existing life span of their current accepted waiver.
  • If a required document has not been accepted by a volunteer yet, a message stating that there are required documents and link to approve the document is provided in all emails which include the schedule (just scheduled, reminders, etc).
  • Sign in sheets if used automatically indicate if a waiver is due or has not been accepted online.
  • Kiosk Mode if used will automatically:
    • Require acceptance of any not yet accepted or updated required waivers by anyone clocking in.
    • For volunteer groups, if the group members have not accepted the document(s), the Kiosk will chime, alerting staff to ensure all members accept the documents. The volunteer can do this by clocking in personally to the Kiosk Mode, or your staff can give them a hard copy.
  • You are able to view the date and time that every volunteer has accepted their required documents.

 

Paper Waivers

  • Allows you to have multiple documents in PDF format, or one HTML document. HTML can be auto-populated with volunteer data (name, address, emergency contact, etc).
  • Integrated into volunteer calendar header, indicates when the next document is due, with a link to the appropriate document.
  • Requires your staff updates the next document due date once the paper waiver is received.
  • A volunteers waiver expiration date can be updated either on the individual volunteer record, or when confirming volunteer hours/attendance.
  • If no document expiration has been entered, or has expired:
    • this is indicated on Sign in sheets
    • this is indicated in all emails which include the schedule (just scheduled, reminders, etc), along with a link to the waiver documents page.
  • Kiosk Mode if used will automatically:
    • Indicate to the volunteer that a waiver is needed, and chime a sound to alert your staff of any not yet accepted or expired required waivers by anyone clocking in.
    • For volunteer groups, if the group members have not accepted the document(s), the Kiosk will chime, alerting staff to ensure all members accept the documents.
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